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    PR Timeline

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    Jdwilson00
    The document provides a checklist for public relations and media activities related to organizing and promoting an event. It outlines tasks that should be completed 3-4 weeks, 2-3 weeks, and 1 week prior to an event, as well as tasks for the day of the event and 1 day-1 week after the event. The checklist includes notifying relevant offices, developing a media plan and publicity materials, arranging logistics and media support, pitching the event to local and national media, following up after the event, and evaluating the media plan.

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    Attribution Non-Commercial (BY-NC)
    Download as PDF, TXT or read online from Scribd

    PR Timeline

    Uploaded by

    Jdwilson00
    2K views3 pages
    The document provides a checklist for public relations and media activities related to organizing and promoting an event. It outlines tasks that should be completed 3-4 weeks, 2-3 weeks, and 1 week prior to an event, as well as tasks for the day of the event and 1 day-1 week after the event. The checklist includes notifying relevant offices, developing a media plan and publicity materials, arranging logistics and media support, pitching the event to local and national media, following up after the event, and evaluating the media plan.

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    Pr Timeline

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    The document provides a checklist for public relations and media activities related to organizing and promoting an event. It outlines tasks that should be completed 3-4 weeks, 2-3 weeks, and 1 week prior to an event, as well as tasks for the day of the event and 1 day-1 week after the event. The checklist includes notifying relevant offices, developing a media plan and publicity materials, arranging logistics and media support, pitching the event to local and national media, following up after the event, and evaluating the media plan.

    Copyright:

    Attribution Non-Commercial (BY-NC)
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    2K views3 pages

    PR Timeline

    Uploaded by

    Jdwilson00
    The document provides a checklist for public relations and media activities related to organizing and promoting an event. It outlines tasks that should be completed 3-4 weeks, 2-3 weeks, and 1 week prior to an event, as well as tasks for the day of the event and 1 day-1 week after the event. The checklist includes notifying relevant offices, developing a media plan and publicity materials, arranging logistics and media support, pitching the event to local and national media, following up after the event, and evaluating the media plan.

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    Attribution Non-Commercial (BY-NC)
    Download as PDF, TXT or read online from Scribd
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    SOME ASSEMBLY REQUIRED

    Public Relations/Media Activities

    EVENT CHECK LIST

    Notify the Public Relations Office, Marketing and Communications, Special Events, Presidents Office, Government and Community Affairs, Public Safety, WSU Schools and Colleges, other offices, as appropriate.

    34 Weeks Prior

    Prepare or obtain program agenda. Identify and brief spokespersons. Determine availability and obtain contact information for spokespersons. Prepare talking points, including key messages, if appropriate. (Note: messages should reinforce image you wish to project for your unit and strategic themes of the university.) Prepare a media publicity plan, including a timeline for carrying it out. Consider local, statewide, national publications; periodicals as well as dailies, radio, TV, trade publications, Web newsletters. Determine best angle(s) to pitch to media.

    34 Weeks Prior

    34 Weeks Prior

    34 Weeks Prior

    Arrange for a university photographer to cover event. Begin gathering/preparing materials for a press kit for distribution to media at event. (Contents might include speaker bios, news release, fact sheet, program agenda, Q&A sheet, brochures or background sheets about your unit and/or special program, WSU Annual Report, WSU Fact Card, etc.)

    34 Weeks Prior

    34 Weeks Prior

    Confirm/ firm-up details of event.

    23 Weeks Prior

    Prepare and distribute a media advisory for calendar editors at least 3 weeks before event if it is open to public. Prepare and distribute a general news release 2-3 weeks before event. Determine if a separate media availability session is advisable and, if so, include that information in a note to reporters/editors.

    23 Weeks Prior

    23 Weeks Prior

    March 18, 2008

    SOME ASSEMBLY REQUIRED


    Public Relations/Media Activities

    EVENT CHECK LIST

    Work with Public Relations to ensure adequate staffing and set-up for event. This might include a media sign-in table, sign-in sheet, mult-box, etc.

    23 Weeks Prior

    Begin making personal media contacts to pitch coverage, advance interviews with key spokespersons, guest speaker, etc. One week prior: Write and distribute second news release about event, providing additional or updated details and significance with respect to university, community and other stakeholders.

    23 Weeks Prior

    1 Week Prior

    Continue media pitch calls and work with media as needed to set up interviews.

    1 Week Prior

    Finalize press kit.

    1 Week Prior

    Confirm and brief photographer. Provide photo shot list if necessary.

    1 Week Prior

    Confirm that media arrangements are in place, such as a coffee room, special seating, etc., as determined earlier.

    1 Week Prior

    Two days prior: Distribute media advisory with info on the who, what, when, where, why of event and contact person(s) for media. One day prior through morning of event: Contact key electronic and print media to remind them of event. This includes TV-2, 4,7, WWJ-AM, WDET-FM, WJR-AM, other media, editors, as deemed appropriate. Pitch significance and news value of event; strive for pre-event as well as day-of coverage.

    1 Week Prior

    1 Week Prior

    March 18, 2008

    SOME ASSEMBLY REQUIRED


    Public Relations/Media Activities

    EVENT CHECK LIST

    Confirm WSU spokespersons and reinforce need to stress key school/college/ university messages in interviews.

    1 Week Prior

    Arrive early to ensure proper set-up, staffing for media greeting, assistance.

    Day of Event

    Work with photographer, as necessary, to set up shots that can be used for publicity/marketing (photographer should already have been briefed on needs).

    Day of Event

    Work with media, WSU spokespersons, in facilitating on-site interviews before, during, after event.

    Day of Event

    Follow-up with any media representatives who requested more information. Review and obtain photos that may be used for hometown papers, trade publication, newsletter or internal publicity. Write captions and distribute photos to appropriate media, internal publication editors at WSU.

    1 Day1 Week After Event

    1 Day1 Week After Event

    Monitor print and electronic media for stories/mentions of event. Leverage positive news coverage via the Web, U-Tube, other Internet avenues. Send e-mail blast touting success of event, key announcements to your units internal constituencies. (This might include faculty, students, Board of Visitors, donors, alumni, etc.) Evaluate media plan with eye toward future such events. What worked well and not so well?

    1 Day1 Week After Event

    1 Day1 Week After Event

    1 Day1 Week After Event

    March 18, 2008

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